Business Operations Associate

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community. Job Summary The Caltech Optical Observatories (COO) Business Office is seeking a motivated and detail-oriented Senior Business Operations Associate to join our dynamic team. The COO Business Office provides administrative and operational support to the COO, including the Optical/InfraRed (OIR) Instrumentation Group—a service center that designs, fabricates, and commissions innovative astronomical instruments for world-renowned observatories such as Palomar, Gemini, Keck, and the upcoming Thirty Meter Telescope. Reporting directly to the COO Business Manager and working closely with the OIR Engineering and Procurement teams, the Senior Business Operations Associate plays a crucial role in maintaining a well-organized and productive office environment. This position requires a self-starter who can manage multiple priorities, contribute to office culture, and perform critical day-to-day administrative tasks independently and with professionalism. The ideal candidate will have a foundational understanding of accounting principles, strong organizational and communication skills, and the ability to support a wide range of business operations with accuracy and discretion. Essential Job Duties Accounting & Financial Support Process accounts receivable (A/R) and accounts payable (A/P), including invoices, reimbursements, advances, and payment requests. Process purchasing requests via P-card or purchase requisition. Track and resolve billing discrepancies and purchasing issues. Reconcile procurement card (P-Card) transactions and manage records. Process reimbursement requests for staff purchases and travel. Serve as sales contact for Palomar Observatories Campus Gift Shop and assist Business Analyst with inventory management. Administrative Operations Manage daily administrative office functions, including mail, office supply inventory, copier coordination, food and beverage programs, and Caltech Help Tickets as needed. Maintain and organize digital filing systems (Microsoft Teams and SharePoint). Help maintain the Business Office SharePoint site and provide backup support for internal business tools (PowerApps, Power Automate, Flows, Shopify, Cloudbed). Provide backup support for Monitor Payroll Activity (PAM) and assist with payroll-related functions. Team & Event Coordination Coordinate logistics for meetings, interviews, and conferences, including room scheduling, catering, attendee communications, and material preparation. Assist with complex domestic and international travel planning in compliance with Caltech and funding agency regulations. Project and Operational Support Contribute to the execution of business plans and strategic goals through schedule management, event coordination, and general administrative support. Familiarize yourself with Caltech's policies and processes to ensure seamless office support. Collaborate with other COO Business Office staff and serve as backup support when needed. Perform additional duties as assigned. Human Resource Support Assist the Business Manager with onboarding/offboarding activities. Support onboarding for new team members (workspace setup, onboarding schedule, and resources). Participate in Business Office Orientation and provide backup support in training new hires in Business Office tools. Process guests/visitors' paperwork in Caltech systems and submit requests for email access. Basic Qualifications Minimum of 8 years of relevant business administrative experience. Strong organizational skills and attention to detail, with the ability to multitask and meet deadlines. Excellent interpersonal and customer service skills with a professional and collaborative demeanor. Ability to communicate effectively—both verbally and in writing—while maintaining confidentiality and discretion. Comfortable working independently and taking initiative to solve problems. Proficient with financial and administrative software such as QuickBooks, Oracle, SAP, Microsoft Office 365 (Outlook, Excel, Word, Teams, SharePoint), Adobe Creative Cloud, UKG timekeeping system, and online productivity tools. Preferred Qualifications 3–5 years of bookkeeping or accounting experience, including A/P, A/R, journal entries, and financial reporting using QuickBooks Online or similar platforms. Familiarity with Caltech systems, including Oracle, Taleo, TechMart, and CardQuest. Working knowledge of GAAP, GASB, FAR, and Export Compliance regulations. Experience in planning and managing meetings, workshops, and conferences. Background in supporting senior faculty, staff, or service center operations. Proficiency with Power Automate, Power Apps, and Flows for workflow automation. Proficiency with MS SharePoint and Teams. Experience with project management tools such as Jira, JSM, and Asana. Ability to recommend and implement process improvements. Required Documents Cover Letter Resume Hiring Range $30.50 - $34.75 Per Hour. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to internal equity, experience, education, specialty and training. Benefits Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. EEO Statement We are an equal‑opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law. Caltech is a VEVRAA Federal Contractor. To read more Equal Employment Opportunity information, see eeoc_self_print_poster.pdf. Disability Accommodations Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position. If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at View email address on click.appcast.io. Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at View email address on click.appcast.io. #J-18808-Ljbffr